Hiring Guide July 2019 – June 2020

Contents 3 Welcome

Contact details Hiring information

4 Spaces for hire Capacities

9 Catering services Ticketing services Marketing services

10 Merchandising Staffing requirements Community hiring Private and corporate hiring

11 Booking procedure Booking and payment terms OH&S Insurance

12 Parking and public transport

13 Fees and charges

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14 Equipment charges

Welcome The Hawthorn Arts Centre is the flagship of cultural and civic celebrations for the City of Boroondara. The beautifully redeveloped grand Hawthorn Town Hall is now a prime arts, function, performance and events centre.

Hawthorn Arts Centre is the ideal venue for a range of community and corporate events with diverse spaces available for hire. From large presentations and performances in the Main Hall through to small meetings and workshops, the combination of rooms provides an ideal conference centre enabling plenary sessions and multiple breakout rooms.

The function spaces are supported by a team of professional on-site event support staff, with full catering services available. Additional technical equipment can also be arranged for all rooms as required.

Home to the Town Hall Gallery, a professionally curated public gallery, artist studios, The Emporium, a gallery retail space and The Second Empire café - all combine to offer a unique visitor and hirer experience.

Please direct your enquiry for hire as detailed below. Terms and Conditions are provided upon receipt of the hiring enquiry.

Contact us

(03) 9278 4770 www.boroondara.vic.gov.au/recreation-

arts/boroondara-arts ⌂ 360 Burwood Road, Hawthorn, 3122 hawthornartscentre@boroondara.vic.gov.au 3

Large rooms

MAIN HALL

Event type • Presentations and performances • Functions • Conferences and meetings • Graduation ceremonies • Large scale displays/ trade

exhibitions

Standard facilities • Standard lighting rig • AV facilities including data

projector with screen and PA system.

Capacities Banquet: 320 (no dance floor) 280 (incl. dance floor)

Meeting: 256 (tables of 8 cabaret style)

Theatre: 600 total 504 (main floor), 96 (balcony seating) Cocktail: 600

CHANDELIER ROOM

Event type • Functions • Conferences and meetings • Community meetings and

programs • Chamber performances • Exhibitions

Standard facilities • AV facilities including data

projector with screen and PA system.

Capacities Banquet: 96

Meeting: 96 (tables of 8 cabaret style)

Theatre: 180

Cocktail: 300

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Medium rooms MAYOR’S ROOM

Event type • Medium sized functions • Meetings and training

sessions

Standard facilities • LCD screen with input receiver for

audio and video

THE ZELMAN ROOM

Event type • Medium sized functions • Meetings and training sessions

THE CHAMBER

Event type • Medium sized functions • Meetings and training sessions

Capacities Banquet: 40

Meeting: 30 (U-shape or classroom)

Theatre: 40

Cocktail: 80

Capacities Banquet: 80

Meeting: 50 (U-shape or classroom)

Theatre: 110

Cocktail: 120

Capacities Banquet: 60

Meeting: 30 (U-shape or classroom)

Theatre: 70

Cocktail: 100 5

Small rooms

DORA WILSON ROOM

Event type • Interviews • Meetings • Small workshops

Standard facilities • LCD screen with input receiver for

audio and video

JOHN BESWICKE ROOM

Event type: • Interviews • Meetings • Small workshops

Standard facilities • LCD screen with input receiver for

audio and video

Capacities Meeting: 12

Capacities Meeting: 12

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Workshop & performance

spaces

EDWARD RIGBY ROOM

Event type • Functions • Meetings • Training sessions • Breakout space

Capacities Meeting: 18 Theatre: 40

THE BASEMENT

Event type

Performances

Rehearsal space

Meetings

Standard facilities

Lighting and sound systems on

application

Capacities Meeting: 30 Theatre: 80

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COMMUNITY ARTS SPACE

SECOND EMPIRE CAFÉ

Event type

• Functions

• Meetings

• Cocktail parties

Capacities Banquet: 40

Meeting: 30

Theatre: 40

Cocktail: 80

Alternate room

Event type • Performance/Studio

Standard Facilities Studio space with wet areas Capacities Meeting: 50 Theatre: 100

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Note: This function venue is only available outside café trading hours, in the evenings.

General information CATERING SERVICES

Function Services

The Hawthorn Arts Centre is a fully serviced venue and our professional staff will be able to assist with all your event requirements. The venue’s catering services are provided by Council’s in-house caterer. All catered bookings will be serviced by Harvest & Soul.

Community Catering

Self catering is permitted in the Community Arts Space, Edward C. Rigby Room and The Basement, each function room having access to a community kitchenette. Please discuss your requirements at the time of making your booking. Catering can also be arranged in these spaces upon request.

Self catering is restricted to 30 patrons or less in these rooms

Liquor

Under no circumstances is liquor to be brought into the venue/

Events Bar

The Events Bar can be provided for events and functions in any of the room or galleries with a selection of alcoholic and non-alcoholic beverages and snacks. Pricing for this service is detailed below or by request to discuss additional hours of service.

Please refer to page 13 for associated fees and charges.

TICKETING SERVICES

The Hawthorn Arts Centre offers a full Box Office service that provides your patrons with the option of purchasing tickets online, over the phone or in person. Events sold through this service have access to exclusive marketing services as detailed below. As part of the service the Hawthorn Arts Centre Box Office is open Monday to Friday, 8.30am-5.30pm. It can be provided one hour prior to ticketed events as requested. Complimentary tickets (first 5% for total seating capacity) issued do not currently incur a service fee. Greater than 5% of total seating capacity incur $0.60 per ticket issued. Please see Terms and Conditions of hire for full details.

A service fee for the ticketing service can be found in the Fees and Charges section on page 12. A subsidised service fee is available to eligible groups (see Hiring Rates on page 9 for criteria).

MARKETING SERVICES

The Hawthorn Arts Centre provides a range of complimentary marketing and promotional services for hirers presenting medium to large events at the venue. This can be arranged upon confirmation of your event. This service includes: • A slide on the Centre’s internal and digital screen system • Display areas for flyers and distribution of event collateral to

Council customer service centres and Library network. • Website listing (for ticketed events only).

Please note that the Centre withholds the right to refuse the display/inclusion of any material for any reason.

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MERCHANDISING

The Hawthorn Arts Centre can accommodate the sale of merchandise pertaining to the event or performance. Provision of a merchandise seller and float are the responsibility of the hirer. Staff can be provided at the appropriate rate as detailed on page 9.

STAFFING REQUIREMENTS

The Hawthorn Arts Centre has a duty of care to all visitors and hirers. A supervising staff member must be in attendance at all times. Additional staffing surplus to these requirements will be determined by the Centre depending on the event requirements. The minimum staffing allocation for events at Hawthorn Arts Centre:

• 1 Front of House Supervisor

•

•

Staffing requirements are confirmed as part of the event planning are coordination. All associated and requested staffing requirements will be quoted to the hirer.

Events in The Main Hall Room

1 Supervising Technician

1 Front of House Supervisor

2 Event Staff (if only ground level occupation); or min 2 Event Staff (ground and level 1 occupation)

Events in the Chandelier Room

1 Supervising Technician Additional staff are available to assist as required by the hirer.

Appropriate fees and charges will be quoted to the hirer as required.

General information HIRING RATES

Community Hire

The City of Boroondara is proud of the Hawthorn Arts Centre and promotes community utilisation. As such, Council has made provision for subsidised rates for room hire and staffing costs. A discounted community menu is also available to eligible community groups for catering within the venue. To qualify for subsidised rates, the following criteria must be met:

• Not for profit community groups that possess articles of incorporation as a non profit organisation.

• Community groups must be located within the City of Boroondara. (registered organisation address must be in Boroondara).

• Community groups with 75% or greater membership of City of Boroondara residents.

Private and Corporate Hiring

All private and corporate hirers will be charged the standard rate for all spaces at the Centre. Standard hires are all based on a 3 hour minimum. Usage after the initial minimum hours will be charged at the applicable hourly rate. The hire fee is payable in addition to any catering required and all bookings will be charged associated staffing costs.

Applicable to all hire rates

The room hire rates include standard cleaning. Any additional cleaning required will be charged accordingly. It is the responsibility of all hirers to remove sets, props and equipment brought into the venue at the conclusion of the event. Please note: hirers exceeding the minimum three hour rate will be charged the full extra hour, not part thereof. The full list of rates can be found in the Fees and Charges schedule on page 12.

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BOOKING AND PAYMENT TERMS

To ensure flexibility and maximum utilisation of the centre, all rooms within the Hawthorn Arts Centre are not available for ongoing lease or license. A deposit of $500 or 20% of estimated hire costs (whichever is the greater) is required within fourteen days of the signed hire agreement. All remaining monies must be paid upon receipt of an invoice. All bookings under $500 must be paid in full within fourteen days of submitting the signed Hire Agreement.

OCCUPATIONAL HEALTH AND SAFETY

An Occupational Health and Safety (OH&S) document will be provided.

INSURANCE

All hirers are required to obtain their own insurance for Public Liability of no less than $20 million. All hirers must provide a certificate of currency (Public Liability) statement as proof of cover prior to their event. The requirement to hold Public Liability insurance is mandatory for hirers planning public events, schools, child care related activities, and businesses / hirers involved in a profit making activity or where an admission fee is charged. City of Boroondara has Casual Hall Hire Public Liability insurance for various hirers of Council Owned or Controlled Facilities (not otherwise insured), including uninsured Performers, Stallholders, Artists, Buskers, Street Stallholders, Tutors and Instructors as agreed. Cover does not extend to fire, festivals, amusement rides, inflatables, children’s rides, animal rides, children’s toys, tools, second hand electrical equipment, fireworks/pyrotechnics, rock/pop concerts, or participation in any sporting activity.

CONTACT US

(03) 9278 4770

www.boroondara.vic.gov.au/recreation-arts/boroondara-arts

⌂ 360 Burwood Road, Hawthorn, 3122

hawthornartscentre@boroondara.vic.gov.au

General information BOOKING PROCEDURE

All initial enquiries for bookings can be made by contacting Hawthorn Arts Centre via :

• Email

• Phone

• In person

• Website

Events requiring catering will be directed to the hospitality provider for assistance.

On acceptance of the initial enquiry , a written quotation and the Terms and Conditions of Hire pertaining to the event will be provided.

Upon acceptance of the quote, the hirer will receive the Hire Agreement and invoice for deposit or full amount for the hire as applicable. Please Note: Tentative bookings will only remain valid for a two week period and it is the responsibility of the hirer to confirm any bookings. To confirm the booking, the hirer must return the signed Hire Agreement and have paid the deposit as per the Booking and Payment Terms.

ACCESS FOR ALL

All public areas of the Hawthorn Arts Centre are fully wheelchair accessible and hearing augmentation is installed in the following rooms:

• Main Hall • Chandelier Room • First Floor Foyer • The Chamber.

Guide and companion dogs are welcome throughout the venue. The Hawthorn Arts Centre supports the Companion Card Scheme. Hirers of the Centre presenting ticketed events are required to adopt the scheme for their events. 11

Parking & public transport PARKING

Public parking is available at the rear of the venue accessible from Kent Street or Oxley Road (not exclusive to the venue). Fees apply to a limited section of parking facilities, and are payable during business hours. Parking may also be available from Serpells Lane and Swinburne Avenue car parks (parking conditions apply).

TRAMS

Melbourne University—Kew via St Kilda Beach (Route 16)

Arrive at the corner of Glenferrie and Burwood Roads stop 73 and walk one minute along Burwood Road.

Docklands—Wattle Park (Route 70)

Arrive at the corner of Riversdale and Glenferrie Roads and walk north on Glenferrie Road for five minutes until you get to Burwood Road. From here, turn right and walk one minute east along Burwood Road.

City—Vermont South (Route 75)

Arrive at the corner of Riversdale and Glenferrie Roads and walk north on Glenferrie Road for five minutes until you reach Burwood Road, turn right and walk one minute east along Burwood Road.

TRAINS

Glenferrie via Alamein/Belgrave/Lilydale Lines

Arrive at Glenferrie Station, walk two minutes south along Glenferrie Road then turn left into Burwood Road.

We look forward to assisting you to deliver a successful event.

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Fees & charges Spaces for hire

(Staffing & catering not

incl.)

Standard rate (Min 3hr)

Mon-Thurs Fri-Sun

Subsidised rate (Min 3hr)

Mon-Thurs Fri-Sun

Main Hall incl. stage &

dressing room

$230.00 $385.00 $115.00 $192.50

Chandelier room $165.00 $295.00 $82.50 $147.50

Mayor’s Room $66.00 $80.50 $33.00 $40.25

Dora Wilson Room $27.00 $32.00 $6.75 $8.00

The Chamber $65.50 $81.00 $16.40 $20.25

John Beswicke Room $27.00 $32.00 $6.75 $8.00

The Zelman Room $65.50 $81.00 $32.75 $40.50

Edward C. Rigby Room $41.50 $46.00 $10.50 $11.50

Community Arts Space $65.50 $81.00 $32.75 $40.50

The Basement $54.50 $70.00 $13.65 $17.50

The Basement (Full day hire) $ 350.00 $420.00 $87.50 $105.00

The Basement (Weekly rate) $1905.00 $477.00

Second Empire Café

Note: only available outside café

operating hours)

$ 65.50 $81.00

$32,75 $40.50

Event Bar (Length of Service) Monday-Friday Saturday Sunday

1 hour $264.00 $312.00 $372.00

2 hours $352.00 $416.00 $496.00

3 hours $440.00 $520.00 $620.00

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Staff Charges

Standard

Rate

(Min.4 hr)

Subsidised

Rate

(Min.4 hr)

Supervising

Technician

$64.00 $32.00

Technician $59.00 $29.50

Front of House

Supervisor

$64.00 $32.00

Box Office Staff $59.00 $29.50

Event Staff/Usher $54.00 $27.00

Box Office Fees Price

(Per ticket)

Standard Rate Service Fee $3.60

Subsidised Rate Service Fee $1.80

Please note:

• Staff penalties apply for all public holidays • Venue rehearsal fee and Venue Bump

In/Out (min 3hr) 50% of venue hire rate. • A labour cost for the Events Bar service is

applicable and is determined by the length of service. The Price inclusive of the bar set up and pack down with a minimum of 2 staff at all times.

Per hour $130.00

Equipment Charges

Per Unit / Per

Day

Half day

AUDIO VISUAL

Projector Hire- Full day *The Main Hall, Chandelier,

Zelman and Chamber rooms

$120.00 $60.00

Laptop Hire $60.00

LIGHTING

Main Hall wall up

lighting (per event)

$580.00

Main Hall Chandelier

reposition (per

chandelier)

$42.00

Chandelier Colour

lighting package

$180.00

STAGING

Staging/Choir Riser (1m x 2m) (per piece)

$84.00

SOUND

Microphone (per unit) $75.00

Lectern with

microphone

$40.00

For all major events, additional administration fees may apply for external Equipment hire (20% of overall cost – All Standard bookings) Community Hirers – No charge

Administration

Photocopy – A4 Black & White 25c

Photocopy – A4 Colour 35c

Fees & charges subject to annual review. Subsidised rates only apply to groups that meet the criteria (refer to page 9).

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PIANO

Grand Piano Hire $515.00

Tune of Piano $260.00

Electronic Keyboard $50.00

MISC

Whiteboard $26.00

Flipchart $26.00